RECORDS MANAGEMENT SPECIALIST

Michael Baker Intl.; Moon Township (Allegheny County); On-site; USD 78,000 - 92,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401k Retirement Plan

Tuition reimbursement

Health Savings Account (HSA)

Flexible Spending Account (FSA)

Life, AD&D, short-term, and long-term 

Professional and personal development

Generous paid time off

Commuter and wellness benefits

Job summary

Michael Baker International’s Construction Services team seeks an experienced Records Management Specialist to support on-site project delivery by managing documents, logs, RFIs, submittals and closeout records. You will coordinate with project management, field staff, contractors and clients, ensuring audit-ready records, adherence to standards, and timely reporting across the project lifecycle.

A degree in construction management or engineering is preferred with 5+ years of construction doc

Qualifications

• Associate’s or Bachelor’s degree in Construction Management, Engineering, Civil Engineering Technology, or related field preferred.
• 5+ years of construction experience in document control, office engineering, project engineering, or construction administration.
• Strong communication skills with the ability to be persistent, professionally assertive, and hold project teams accountable.
• Strong ownership of accurate, complete, timely, and audit-ready project records.
• Knowledge of construction plans, specifications, contracts, terminology, and field operations.
• Experience managing RFIs, submittals, change orders, pay applications, and project correspondence.
• Proficiency with Microsoft Office, SharePoint, Teams, Bluebeam, Procore, Trimble, or similar construction management platforms.
• Ability to manage competing priorities and deadlines in a fast-paced construction environment.
• Transportation, bridge, highway, vertical construction, aviation, water/wastewater, or infrastructure experience preferred.

Responsibilities

• Manage project document control systems and maintain accurate, organized, and compliant project records.
• Maintain and audit project logs to confirm they are current and accurate.
• Follow up with project staff, supervisors and contractors on overdue or missing entries, using reminders, escalation and in-person check-ins as needed.
• Monitor inspection staff for on-time submission of reports, and flag late, incomplete or non-compliant reports.
• Enforce documentation standards, formats, and deadlines and escalates repeat offenders to project management.
• Perform field inspections as needed to verify construction activities, document field conditions, and support compliance with project plans, specifications, and contract requirements.
• Work closely with field inspection staff to ensure inspection reports, daily records, photos, quantities, and supporting documentation accurately reflect work performed in the field.
• Maintain the document management system, including folder structure, naming conventions and access permissions.
• Coordinate and track submittals, RFIs, change orders, field directives, contract documents, and project correspondence.
• Maintain project logs, databases, as-built drawings, redlines, and construction records throughout the project lifecycle.
• Monitor project deliverables, schedules, and closeout requirements while ensuring documentation is complete and audit-ready.
• Coordinate document flow among clients, contractors, consultants, and project stakeholders.
• Support project meetings, audits, and final closeout activities, including the collection and organization of turnover documentation.

Skills

Communication

Document control

Prioritization

Field operations

Accountability

Education

Construction Management degree

Engineering degree

Civil Engineering Technology degree

Tools

Microsoft Office

SharePoint

Teams

Bluebeam

Procore

Trimble

Job description

CONSTRUCTION SERVICES PRACTICE

Michael Baker International’s Construction Services staff supports clients by acting as their trusted on-site agent through all phases of construction, from pre-design to close-out, by providing qualified construction managers, inspectors, constructability reviewers, schedulers, estimators and safety experts. As new technologies evolve throughout the construction industry, innovative ideas are required to maintain and deliver successful construction projects.

What We're Looking For:

We are seeking an experienced Records Management Specialist to support the successful delivery of construction projects through effective document management, contract administration, and project coordination. This role serves as a critical link between project management, field staff, contractors, clients, and design teams, ensuring project documentation is accurate, organized, and maintained throughout the project lifecycle.

What You'll Do:

• Manage project document control systems and maintain accurate, organized, and compliant project records.
• Maintain and audit project logs to confirm they are current and accurate.
• Follow up with project staff, supervisors and contractors on overdue or missing entries, using reminders, escalation and in-person check-ins as needed.
• Monitor inspection staff for on-time submission of reports, and flag late, incomplete or non-compliant reports.
• Enforce documentation standards, formats, and deadlines and escalates repeat offenders to project management.
• Perform field inspections as needed to verify construction activities, document field conditions, and support compliance with project plans, specifications, and contract requirements.
• Work closely with field inspection staff to ensure inspection reports, daily records, photos, quantities, and supporting documentation accurately reflect work performed in the field.
• Maintain the document management system, including folder structure, naming conventions and access permissions.
• Coordinate and track submittals, RFIs, change orders, field directives, contract documents, and project correspondence.
• Maintain project logs, databases, as-built drawings, redlines, and construction records throughout the project lifecycle.
• Monitor project deliverables, schedules, and closeout requirements while ensuring documentation is complete and audit-ready.
• Coordinate document flow among clients, contractors, consultants, and project stakeholders.
• Support project meetings, audits, and final closeout activities, including the collection and organization of turnover documentation.

What You Need to Succeed:

• Associate’s or Bachelor’s degree in Construction Management, Engineering, Civil Engineering Technology, or related field preferred.
• 5+ years of construction experience in document control, office engineering, project engineering, or construction administration.
• Strong communication skills with the ability to be persistent, professionally assertive, and hold project teams accountable.
• Strong ownership of accurate, complete, timely, and audit-ready project records.
• Knowledge of construction plans, specifications, contracts, terminology, and field operations.
• Experience managing RFIs, submittals, change orders, pay applications, and project correspondence.
• Proficiency with Microsoft Office, SharePoint, Teams, Bluebeam, Procore, Trimble, or similar construction management platforms.
• Ability to manage competing priorities and deadlines in a fast-paced construction environment.
• Transportation, bridge, highway, vertical construction, aviation, water/wastewater, or infrastructure experience preferred.

Compensation

The approximate compensation range for this position is $78,218 - $91,943. This compensation range is a good-faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location.

Why Choose Us:

• Medical, dental, vision insurance
• 401k Retirement Plan
• Tuition reimbursement
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Life, AD&D, short-term, and long-term disability
• Professional and personal development
• Generous paid time off
• Commuter and wellness benefits

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